Executive Administrative Assistant

3 days ago

Vancouver, Canada The Continuing Legal Education Society of British Columbia Full time

**The Continuing Legal Education Society of BC (“CLEBC”)** is the BC legal profession’s preferred source for education and publications. CLEBC is a not-for-profit society that derives all its income from the sale of courses and publications. With more than 80 live and online courses each year, and an online and print library of more than 50 books, we support BC’s 14,000 lawyers in all aspects of their practice.

We are seeking a highly motivated and resourceful Executive Administrative Assistant to join our team in a part-time hybrid role (3 days a week). In this position, you will provide administrative support to the Chief Executive Officer (CEO), assisting with calendar management, Board activities, and various administrative tasks. This is a fantastic opportunity for an individual who is proactive, innovative, and maintains the highest level of confidentiality and professionalism.

**Duties and responsibilities**:
Calendar Management:

- Manage and coordinate the CEO’s calendar: assist in scheduling internal and external meetings, including booking meeting rooms and making travel arrangements when necessary.
- Provide reminders for upcoming appointments and deadlines.
- Record new employee birthdays in CEO calendar.

Board Support:

- Attend Board and Board Committee meetings (Board meetings in person and Board Committee meetings virtually), take detailed minutes, and distribute them to relevant parties in a timely manner.
- Coordinate logistics for Board meetings, prepare a two-year Board meeting calendar, create agendas, and ensure all necessary materials are sent to the Board members in advance of the meetings.
- Act as a liaison between the CEO and Board members, handling board requests and follow-up actions as needed.
- Prepare orientation packages for new Board members.
- Maintain up to date Board materials including Director consents, contact information list, photos and biographies, and other Board related materials.

Administrative Support:

- Coordinate with other departments as needed to ensure smooth operations and communication.
- Manage CEO-related requests and ensure timely follow-up on various tasks and projects.
- Assist with ad-hoc tasks and special projects as requested by the CEO.
- Other duties shall be assigned as required.
- Secondary school diploma required; post-secondary education is an asset.
- Strong knowledge of office procedures and practices.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Excellent problem-solving, organizational, and prioritization skills.
- Strong customer service skills with professionalism and maturity.
- Ability to communicate effectively, both verbally and in writing, with strong English language skills.
- Attention to detail and a commitment to accuracy, including proofreading content for spelling, punctuation, and grammar.
- A team player with the ability to work with diverse individuals and contribute to a positive work environment.
- Self-motivated with the ability to work independently with mínimal supervision.
- Ability to meet deadlines and manage multiple tasks efficiently.

CLEBC offers competitive compensation and extended health benefits in a collegial and professional environment. The hourly salary range for this position is $28.40 - $38.40.

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